DEFENSE LOGISTICS AGENCY HEADQUARTERS

 8725 JOHN J. KINGMAN ROAD

 FORT BELVOIR, VIRGINIA 22060-6221

September 14, 2017

MEMORANDUM FOR: SEE DISTRIBUTION

SUBJECT: Approved Defense Logistics Management Standards (DLMS) Change (ADC) 1151, 

Update to Document Retention Periods in DLM 4000.25 Series of Manuals

(Finance/Supply)

We are forwarding the attached approved change to DLM 4000.25, Defense Logistics 

Management Standards (DLMS), for immediate implementation. 

Addressees may direct questions to Mr. Eric Flanagan, Enterprise Business Standards 

Office Records Coordinator, email: eric.flanagan@dla.mil or the Enterprise Business 

Standards website comment/feedback form: 

http://www.dla.mil/HQ/InformationOperations/Defense-Logistics-ManagementStandards/comment_form/. Others must contact their designated PRC representative shown at 

www.dlmso.dla.mil/eLibrary/ServicePoints/allpoc.asp. 

HEIDI M. DAVEREDE

Program Manager

Enterprise Business Standards Office

Attachment:

As stated

DISTRIBUTION:

Supply PRC

Finance PRC

Supply Discrepancy Report (SDR) PRC

Pipeline Measurement PRC

Department of Defense Activity Address Directory (DoDAAD) PRC

DOD Joint Physical Inventory Working Group (JPIWG)

Military Assitance Program Activity Directory (MAPAD) PRC

Joint Small Arms/Light Weapons Coordinating Group (JSA/LWCG)

cc: 

ODASD (SCI)
Attachment; ADC 1151

Page 1

Attachment to ADC 1151

Update to Document Retention Periods in DLM 4000.25 Series of 

Manuals

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION: 

a. Finance: Robert Hammond, Chair, Finance Process Review Committeee (PRC), 

email: financehq@dla.mil

b. Supply: Ellen Hilert, DOD MILSTRIP Administrator/Co-Chair Supply PRC or Mary 

Jane Johnson, DOD MILSTRAP Administrator/Co-Chair Supply PRC, DLMSSupply@dla.mil

c. SDR: Ellen Hilert, DOD SDR System Administrator, or Ben Breen, SDR Alternate,

email: DLMSSDR@dla.mil

d. Pipeline Measurement: Tonja Daniels, Chair, Pipeline Measurement PRC, (703) 767-

2811, DSN 427-2811, email: tonja.daniels-carter@dla.mil

e. DoDAAD/MAPAD: Thomas (Tad) DeLaney, Chair, DoDAAD/MAPAD PRC, (703) 

767-6885, email thomas.delaney@dla.mil

f. Joint Physical Inventory Working Group (JPIWG): Rafael Gonzalez, Chair, JPIWG, 

(717) 767-6817, email: rafael.gonzalez@dla.mil

2. FUNCTIONAL AREA: 

a. Primary/Secondary Functional Area: Supply/Finance/SDR/Pipeline Measurement

b. Primary/Secondary Functional Process: Document Retention

3. REFERENCES:

a. DODI 5015.02, “DOD Records Management Program” 

b. National Archives and Records Administration (NARA) General Records Schedule

(GRS)

c. DODM 4140.01 DOD Supply Chain Materiel Management Procedures

d. DOD 7000.14-R, Department of Defense Financial Management Regulation (DOD 

FMR)

e. DLM 4000.25, Defense Logistics Management Standards (DLMS)

f. DLM 4000.25-1, Military Standard Requisitioning and Issue Procedures (MILSTRIP)

g. DLM 4000.25-2, Military Standard Transaction Reporting and Accountability 

Procedures (MILSTRAP)

h. DLM 4000.25-4, Defense Automatic Addressing System (DAAS)
Attachment; ADC 1151

Page 2

i. DOD 5105.38-M, Security Assistance Management Manual

4. APPROVED CHANGE(S): Substantive updates subsequent to staffing are highlighted in 

green.

a. Brief Overview of Change: This change updates the Defense Logistics Manual 

(DLM) 4000.25 series of manuals to remove references to specific record retention periods for 

documents/transactions, and advises the Components to retain data created as a result of DLMS 

business processes in accordance with the DODI 5015.02, DOD Records Management Program

(Reference 3.a.). 

Staffing Note: PRC representatives should coordinate this change with their Component

Records Officers (CROs) to ensure compliance with their Component records management 

program. 

b. Background:

(1) The National Archives and Records Administration (NARA) has the sole 

authority to approve records disposition schedules for Federal records. These records disposition 

schedules, which are developed jointly by NARA and the DOD Components, are based on input 

from Program Officers and business owners based on the business needs of the organization. 

They have the force and effect of Federal law.

(2) The DODI 5015.02, “DOD Records Management Program” (Reference 3.a) 

requires Components to develop a records management program. record disposition schedules 

for all DOD records, with approval from NARA. According to DODI 5015.02 paragraph 3.a, 

Component must, “Establish, sufficiently resource, and maintain a DoD Component records 

management program at an organizational level of sufficient authority to ensure this instruction 

and References (c) and (d) are efficiently and effectively implemented. Designate a records 

officer to administer the Component program and provide written notification of designation to 

the DoD SAORM.” In addition, DODI 5015.02 paragraph 3.e. states that, “All DOD records will 

be covered by a records schedule. Approval of the schedules must be obtained from NARA ... ” 

(3) The authoritative source for records disposition is the Component’s

applicable NARA-approved Component Records Disposition Schedule or NARA’s GRS

(Reference 3.b.). Any supplemental information identified in issuances (such as DODM 4140.01

(Reference 3.c.) and DOD 7000.14-R (Reference 3.d.)) should be reflected in NARA-approved 

Component Records Disposition Schedules or NARA’s GRS.

(4) Current guidance in the DLM 4000.25 series of manuals identifies specific 

retention periods for many documents/transactions, and establishes business process rules based 

on those record retention periods. It is possible that these stated retention periods can be in 

conflict with a Component’s records disposition schedule, or the NARA General Records 

Schedules (GRS).

(5) Components are responsible for ensuring their business rules and internal 

retention periods comply with the records management requirements contained in DODI 

5015.02, DOD Records Management Program.
Attachment; ADC 1151

Page 3

c. Approved Change in Detail: Revises DLM 4000.25, DLMS (Reference 3.e.), DLM 

4000.25-1, MILSTRIP (Reference 3.f.), DLM 4000.25-2, MILSTRAP (Reference 3.g.), and 

DLM 4000.25-4, DAAS (Reference 3.h.) to: 

(1) remove language that specifies a particular document/transaction retention

period,

(2) defer to the Component’s applicable NARA-approved Component Records 

Disposition Schedule or NARAs GRS in accordance with DODI 5015.02, DOD Records 

Management Program as the authoritative source for disposition authority and,

(3) update, as needed, business rules in the DLM 4000.25 series of manuals 

linked to record retention.

d. Revisions to DLM 4000.25 Manuals: Specific updates to procedures, requirements 

for Components to document those procedures, or changes to retention periods specified in the 

manuals include the sections of the manuals listed below.

(1) DLM 4000.25, Volume 1, Appendix 3. Added “GRS, General Records 

Schedules” to the acronym list.

(2) DLM 4000.25, Volume 1; Chapter 2; C2.7.2.5. “DAASDLA Transaction 

Services procedures define the retention period for each type of transaction set.”

Staffing Note for DAAS: DAAS representatives must verify with the DLA Component Records 

Manager whether or not electronic records related to logistics and billing processes are being 

retained in accordance with a NARA-approved DLA records schedule. Recommend that DAAS

submit a future PDC documenting the specific retention requirements for each type of 

transaction set to be added to the DLM 4000.25 series of manuals.

(3) DLM 4000.25, Volume 2, Chapter 2, C2.2.16. C2.2.16.1–C.2.2.16.3.

Advises Components to maintain special program requirements (SPR) requests in accordance 

with DODI 5015.02.

(4) DLM 4000.25, Volume 2, Chapter 4, C4.7.11. Removes specific retention 

periods and advises Components to maintain requisition history records in accordance with 

DODI 5015.02.

(5) DLM 4000.25, Volume 2, Chapter 5, C5.1.6.12.8. Removes specific 

retention periods and advises Components to maintain history records for cancellation requests in 

accordance with DODI 5015.02.

(6) DLM 4000.25, Volume 2, Chapter 13, C13.2.8.2.9.1.1. –C13.2.8.2.9.1.2. 

Removes specific retention periods and advises Components to maintain accessible records of 

transaction documents in accordance with DODI 5015.02.

(7) DLM 4000.25, Volume 2, Chapter 16, C16.2.3. Modifies wording to remove 

the word, “retention.”
Attachment; ADC 1151

Page 4

(8) DLM 4000.25, Volume 2, Chapter 16, C16.7.1.2. Removes specific retention 

periods and advises Components to maintain turn-in receipt acknowledgment (TRA) documents 

in accordance with DODI 5015.02.

(9) DLM 4000.25, Volume 2, Chapter 17, C17.3.1.4. Advises Components to 

maintain shipping documentation in accordance with DODI 5015.02.

(10) DLM 4000.25, Volume 2, Chapter 17, C17.5.1.4. Removes specific 

retention periods and advises Components to maintain paper copies of Security Assistance 

shipping documentation in accordance with DOD 5105.38-M (Reference 3.i.) and DODI 

5015.02.

(11) DLM 4000.25, Volume 2, Chapter 19, C19.10. Advises Components to 

maintain and dispose of source documents and transaction history in accordance with DODI 

5015.02.

(12) DLM 4000.25, Volume 4, Chapter 2, Removes C2.3.1.– C.2.3.3 in their 

entirety.

(13) DLM 4000.25, Volume 4, Chapter 6, C6.2.3. Removes DAAS reference 

and advises Components to maintain interfund bills in accordance with DODI 5015.02.

(14) DLM 4000.25, Volume 6, C4.3.5.11. Inserts reference to DODI 5015.02.

(15) DLM 4000.25, Volume 6, Chapter 4, C4.6.4.4. Removes specific retention 

period for LMARS reports and inserts reference to DODI 5015.02.

(16) DLM 4000.25-1, Chapter 3, C3.10. Removes specific retention periods and 

advises Components to maintain requisition history records in accordance with DODI 5015.02.

(17) DLM 4000.25-1, Chapter 4, C4.10.12. Removes specific retention periods 

and advises Components to maintain BF supply status in accordance with DODI 5015.02.

(18) DLM 4000.25-2, Chapter 4, C4.9.3.1.1. – C4.9.3.1.2. Removes specific 

retention periods and advises Components to maintain accessible records of transaction 

documents in accordance with DODI 5015.02.

(19) DLM 4000.25-2, Chapter 13, C13.12.1. – C13.12.3. Advises Components 

to maintain special program requirements (SPR) requests in accordance with DODI 5015.02.

(20) DLM 4000.25-4, Chapter 2, C2.3.11.3. – C2.3.11.3.3. Removes specific 

retention periods and advises DAAS to maintain interfund bills in accordance with DODI 

5015.02.

(21) DLM 4000.25.25-4, Chapter 5, C5.3.1. Removes specific retention periods 

and advises DAAS to archive EDI transactions in accordance with DODI 5015.02.

(22) DLM 4000.25-4, Appendix 1, AP1.1.2.1.1. Inserts reference to DODI 

5015.02.
Attachment; ADC 1151

Page 5

(23) DLMS 4000.25-4, Appendix 3, AP3.2.5.1.4. – AP3.2.5.1.7. Inserts 

reference to DODI 5015.02.

Staffing Note for DAAS: Multiple citations in the DAAS manual refer to specific retention 

periods for specific document types (See Enclosure). In many cases, neither the Enterprise 

Business Standards Office staff nor the DLA Records Manager is able to determine an 

authoritative source for these citations. DAAS must verify with the DLA Records Officer that 

the retention periods referenced in DLM 4000.25-4 are incorporated in a NARA-approved DLA 

Records Disposition Schedule or the NARA GRS.

See Enclosure for complete detailed listing of changes to the DLMs.

e. Proposed Transaction Flow: There are no changes to any transaction flows.

5. Alternatives: Maintain the status quo in the DLM 4000.25 manuals. This alternative would 

require knowledge of and continuous synchronization with NARA’s GRS and Component 

retention schedules. This alternative was dismissed as being outside the Enterprise Business 

Standards Office’s scope, area of expertise, and authority; it is impractical and prone to 

synchronization errors.

6. REASON FOR CHANGE: Correctly attribute document retention requirements to the 

applicable authoritative source.

7. ADVANTAGES AND DISADVANTAGES:

a. Advantages:

(1) Appropriately defers to the authoritative source for record

maintenance/retention, which is outside the Enterprise Business Standards Office’s scope, area 

of expertise and authority, thereby eliminating potential for DLM 4000.25 series of manuals to 

conflict with the authoritative retention guidance.

(2) Simplifies compliance with record retention policies.

(3) Eliminates potential errors/confusion due to lack of synchronization among 

multiple sources of retention guidance.

(4) Supports Component audit readiness by deferring to Component Records 

Officers for document retention guidance.

b. Disadvantages: The absence of specific records retention periods requires

Components to update/establish NARA-approved Component Records Schedules in order to 

provide disposition instructions for data referenced throughout the DLM 4000.25. It is possible 

that each Component will have different retention periods, which may not be visible outside of 

that Component.

8. ADDITIONAL COMMENTS TO CONSIDER: Component representatives must 

coordinate with their designated Records Officers to review NARA’s GRS and any NARAapproved Component Records Disposition Schedule procedures to ensure that their business 

requirements are being met and are in compliance with the authoritative source(s).
Attachment; ADC 1151

Page 6

9. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: This change will be 

effective immediately upon publication of the Approved DLMS Change.

10. ESTIMATED SAVINGS/COST AVOIDANCE ASSOCIATED WITH 

IMPLEMENTATION OF THIS CHANGE: None identified.

11. IMPACT:

a. New DLMS Data Elements: No new DLMS data elements are required.

b. Changes to DLMS Data Elements: No changes to existing DLMS data elements are 

required.

c. Automated Information Systems (AIS): Components must ensure that any AIS that 

retains documents/transactions is in compliance with the retention guidance from the 

authoritative source(s) identified in this DLMS change.

d. DAAS: DAAS must ensure that any internal system that retains

documents/transactions is in compliance with the retention guidance from the DLA Records 

Officer and the NARA GRS.

e. Non-DLM 4000.25 Series Publications: Components must ensure that any internal 

publications that cite retention periods use the retention periods specified in the authoritative 

source(s).

12. PDC 1151 Response Table:

Originator Response/Comment Disposition

1. AFSAC (AF Security 

Assistance)

Concurs without comment. DSCA concurs with 

changes made to PDC 1151. 

This concurrence also 

covers the AFSAC nonconcurrence.

2. DSCA Concurs with comment.

The ILCOs and DSCA non-concur with subject 

PDC as written. The issue is with deleting the 

requirement for shipping activities to retain 

copies of Security Assistance shipping 

documentation, i.e., signed carrier's receipt and 

shipping documents. The PDC proposes such 

documentation to be maintained in accordance 

with the SAMM and DoD 7000.14-R. The 

problem is that the SAMM and DoD 7000.14-R 

only address the retention period for case files. 

Case files do not include shipping 

documentation. Eliminating the two year 

requirement for DoD shipping activities to 

maintain copies of shipping documentation 

could result in USG liability with regard to 

SDRs since suppliers (e.g. 

DSCA and the ILCOs 

concurred after the

references to the SAMM 

and DOD 7000.14-R were 

removed, and the 2 year 

retention period statement 

was preserved in DLMS 

Volume 2, Chapter 17:

As worded in the PDC:

C17.5.1.4. The DoD 

shipping activity will retain 

paper copies of the Security 

Assistance shipping 

documentation (signed 

carrier's receipt and 
Attachment; ADC 1151

Page 7

Originator Response/Comment Disposition

DLA/vendors/logistics centers/PROS/WWRS) 

must provide proof of shipment to non-receipt 

SDRs or issue credit. Since customers can 

submit SDRs for non-receipt for 1 year from 

billing date (can be up to 15 months), then 

resubmit/contest the original SDR decision, 

shipping documentation must be readily 

available for at least 2 years, and retained even 

longer for contested SDRs. We need to ensure 

that DoD shipping activities retain copies of 

Security Assistance shipping documentation as 

currently required by the DLM.

shipping document) at the 

shipping site. for a period of 

2 years following the 

shipping date. DoD 

5105.38-M, Security 

Assistance, specifies that 

Security Assistance 

shipping documentation 

must be maintained in 

accordance with DoD 

7000.14-R, Volume 15, 

Chapter 6, and retired to 

the appropriate Federal 

Records Center after the 

required retention period 

in accordance with the 

DoDI 5015.02, DoD 

Records Management 

Program. After this point, 

the paper records will be 

retired to the appropriate 

Federal Records Center for 

a period of 28 years. 

Billing documentation will 

be retained by the Military 

Departments and DoD 

agencies as specified in 

MILSBILLS procedures 

and DoD 7000.14-R, Vol. 

15, Department of Defense 

Financial Management 

Regulation (Security 

Assistance Policy and 

Procedures).

Revision to include 2 year 

retention period:

C17.5.1.4. The DoD 

shipping activity will retain 

paper copies of the Security 

Assistance shipping 

documentation (signed 

carrier's receipt and 

shipping document) at the 

shipping site for a period of 

2 years following the 

shipping date. After this 
Attachment; ADC 1151

Page 8

Originator Response/Comment Disposition

point, the DoD shipping 

activity will retain a copy of 

the Security Assistance 

shipping documentation in 

accordance with its NARAapproved Component 

record schedule as required 

by DoDI 5015.02, DoD 

Records Management 

Program. After this point, 

the paper records will be 

retired to the appropriate 

Federal Records Center for 

a period of 28 years. 

Billing documentation will 

be retained by the Military 

Departments and DoD 

agencies as specified in 

MILSBILLS procedures 

and DoD 7000.14-R, Vol. 

15, Department of Defense 

Financial Management 

Regulation (Security 

Assistance Policy and 

Procedures).

3. Air Force Concur without comment. Noted.

4. Army Concur without comment. Noted.

5. Marine Corps Concurs without comment. Noted.

6. Navy Concur with comment.

Navy concurs with PDC 1151, with the 

following comment regarding section 4.c.(2): 

The DON SECNAV M-5210.1 is the official 

NARA-approved disposition schedule for all 

Navy records. Navy recommends referencing 

"DoD Component Records Management 

manuals and instructions" vice the term, 

"NARA-approved Component Records 

Disposition Schedule or NARA's GRS."

Response: The NARAapproved Components 

Records Disposition 

Schedule is the most 

encompassing term. 

Component manuals and 

instructions should use the 

respective Component 

records schedule as the 

basis for retention periods 

and disposition instructions. 

However, Navy 

publications can reference 

DON SECNAV M-5210.1.

7. DLA Concur without comment. Noted

8. DPAP Concur with comment. Response: Paragraph 4.2 

was mofidified as followed 
Attachment; ADC 1151

Page 9

Originator Response/Comment Disposition

DODI 5015.02 does not contain the actual 

record schedules and the GRS are hard to 

navigate. Recommend excerpting the relevant 

portions of the GRS in an single appropriate 

location in the logistics regulations, in a fashion 

similar to the approach in FAR 4.805.

to include an excerpt from 

the August 2017 version of 

DODI 5015.02: 

(1) The DODI 5015.02, 

“DOD Records 

Management Program” 

(Reference 3.a) requires 

Components to develop a 

records management 

program. record 

disposition schedules for 

all DOD records, with 

approval from NARA. 

According to DODI 

5015.02 paragraph 3.a, 

Component must, 

“Establish, sufficiently 

resource, and maintain a 

DoD Component records 

management program at an 

organizational level of 

sufficient authority to 

ensure this instruction and 

References (c) and (d) are 

efficiently and effectively 

implemented. Designate a 

records officer to administer 

the Component program 

and provide written 

notification of designation 

to the DoD SAORM.” In 

addition, DODI 5015.02 

paragraph 3.e. states that, 

“All DOD records will be 

covered by a records 

schedule. Approval of the 

schedules must be obtained 

from NARA ... ” 

9. DAAS Concur without comment. Noted

10. USTRANSCOM Abstains Noted
Enclosure 1, ADC 1151

Page 1

ENCLOSURE, Changes to DLM 4000.25 Manuals

Update the DLM 4000.25 series of manuals as indicated below. Additions are shown in red bold 

italics; deletions are shown in double strikethrough.

1. DLM 4000.25, Defense Logistics Management Standards, Volume 1

a. Volume 1; Chapter 2: 

[preceding text not shown]

C2.7.2.5. Component activities will maintain readily accessible copies of all 

transmissions for at least one week, and will be able to retransmit them at the request of 

the receiving party. DAASDLA Transaction Services will retain a copy of all receipts 

and transmissions in accordance with DoDI 5015.02, DoD Records Management 

Program. The length of the retention periods will vary by the specific transaction set.

DAASDLA Transaction Services procedures define the retention period for each type of 

transaction set.

Staffing Note: Component activities should defer to their NARA-approved Component 

Record Schedule or the NARA GRS Records Schedule as the authoritative source for 

disposition instructions in accordance with DODI 5015.02, DOD Records Management 

Program.

b. Volume 1; APPENDIX 3, ACRONYMS AND ABBREVIATIONS

ACRONYM OR

ABBREVIATION

DEFINITION

GRS GENERAL RECORDS SCHEDULE

2. DLM 4000.25, Defense Logistics Management Standards, Volume 2 

a. Volume 2; Chapter 2:

[preceding text not shown]

C2.2.16. Retention of SPR Requests. The ICP shall will retain SPR requests 

until:

C2.2.16.1. The support date of those requirements for which SPR 

Status Code PA was furnished or until a requisition is received that can be identified to 

all or a portion of a particular SPR quantity.

C2.2.16.2. One procurement lead time/assembly time away from the 

support date when procurement/assembly is required in support of those requirements 

for which SPR Status Code PB was furnished.

C2.2.16.3. Assembly time prior to support date when extra time is 

required for assembly in support of those requirements for which SPR Status Code PC 

was furnished.
Enclosure 1, ADC 1151

Page 2

C2.2.16.4. SPR requests should be retained in accordance with 

DoDI 5015.02, DoD Records Management Program.

b. Volume 2; Chapter 4:

[preceding text not shown]

C4.7.11. Maintenance of Requisition History Records. Sources of supply will 

retain accessible requisition history records in a readily accessible format for a 

minimum period of 6 months after the closing of requisition records by cancellation, 

rejection, or shipment to provide for responsive replies to requisition inquiries in 

accordance with DoDI 5015.02, DoD Records Management Program.

c. Volume 2; Chapter 5:

[preceding text not shown]

C5.1.6.12.8. Cancellation Request. A DLMS 870S with Status Code BF 

sent in response to cancellation requests, with a document number not matching source

of supply records, prevents source of supply processing of later transactions for this

same document number. When providing Status Code BF in response to a cancellation 

request, also provide Status Code BF in response to all other transactions received 

containing the same transaction reference number. Sources of supply will retain 

accessible history records of Status Code BF generated from processing no-record 

cancellation requests for a minimum of six months following the generation of Status 

Code BF in accordance with DoD 5015.02, DoD Records Management Program. 

d. Volume 2; Chapter 13

[preceding text not shown]

C13.2.8.2.9.1.1. Value Under $100. If the NSN cannot be 

identified and the estimated value of the item is under $100, receiving activities will not 

report the receipt to an owner. Ship the materiel directly to DLA Disposition Services 

using a local document number. Keep an accessible record of the transaction 

document and its backup for 2 years in accordance with DoDI 5015.02, DoD Records 

Management Program.

C13.2.8.2.9.1.2. Value Over $100. If the NSN cannot be 

identified and the estimated value of the item is $100 or more, the receiving activity will 

contact the manager of like-items to determine disposition. If GSA is the manager of 

like items, process in accordance with the procedures for receipts not due-in. If the 

manager of like-items can identify the NSN, the manager will direct the receiving activity 

to submit the receipt and SDR to the owner. If the IMM of like-items cannot identify the 

NSN, the IMM will give disposition instructions to the reporting activity. These 

instructions will include an item identification number (part number, etc.) for reporting 

the receipt and submitting the SDR. If the owner directs shipment to DLA Disposition 

Services, the owner will keep an accessible record of the transaction and its backup for 

2 years in accordance with DoDI 5015.02, DoD Records Management Program.
Enclosure 1, ADC 1151

Page 3

e. Volume 2; Chapter 16

[preceding text not shown]

C16.2.3. Receipt of Requisitions by DLA Disposition Services. Upon receipt of the 

requisition, DLA Disposition Services will select the requested item for issue or provide 

appropriate supply status if not available. If the requested materiel is not available, DLA 

Disposition Services keep the requisition in the requisition retention on file for 60 

calendar days and send a DLMS 870S Supply Status with Status Code B1 to the 

requisitioner. If all of the requested materiel does not become available during the 60 

calendar day retention period, DLA Disposition Services will cancel the remaining 

unfilled quantity and send a DLMS 870S with Status Code D1 to the requisitioner.

[intervening text not shown]

C16.7.1.2. Document Retention. Audit capability is required for a period of 

time following the transmission of the TRA transaction or comparable digitally-signed 

email. The DLA Disposition Services Field Office and the DoDAAC receiving the TRA 

transaction must retain an electronic image of the complete TRA or comparable email, 

including the date and time, as part of the transaction/receiving/shipping history for a 

minimum of two years in accordance with DoDI 5015.02, DoD Records Management 

Program. The activity receiving the TRA or email may need to communicate the 

acknowledgement of receipt to the turn-in activity if different. Also, consistent with 

Chapter 6, paragraph 6.9 (Retention of Accountable Documentation) the DLA 

Disposition Services Field Office will still maintain scanned images of the DTID receipt 

documentation (DD-1348-1As) in EDOCS in accordance with DoDI 5015.02, and the 

DoD Components will have access to EDOCS, as needed.

f. Volume 2; Chapter 17:

[preceding text not shown]

C17.3.1.4. Shipping Documentation. Retain shipping and associated

documentation in a readily accessible format to provide a copy if requested. Do not 

mail hard-copy documentation if data is otherwise accessible to the responsible action 

activity. Where relevant to the discrepancy, shipping documentation may be provided 

electronically as an SDR attachment. Shipping activities should retain documents 

and transaction history records in accordance with DoDI 5015.02, DoD Records 

Management Program. 

[Intervening text not shown]

C17.5.1.4. The DoD shipping activity will retain paper copies of the Security 

Assistance shipping documentation (signed carrier's receipt and shipping document) at 

the shipping site for a period of 2 years following the shipping date. After this point, 

the DoD shipping activity will retain a copy of the Security Assistance shipping 

documentation in accordance with its NARA-approved Component record 

schedule as required by DoDI 5015.02, DoD Records Management Program. After 

this point, the paper records will be retired to the appropriate Federal Records Center 

for a period of 28 years. Billing documentation will be retained by the Military 
Enclosure 1, ADC 1151

Page 4

Departments and DoD agencies as specified in MILSBILLS procedures and DoD 

7000.14-R, Vol. 15, Department of Defense Financial Management Regulation (Security 

Assistance Policy and Procedures).

g. Volume 2, Chapter 19:

[preceding text not shown]

C19.10. RETENTION OF SOURCE DOCUMENTS AND TRANSACTION HISTORY. 

Activities may require audit capability for a period of time following the 

processing of documents and transactions for UIT items. Activities will maintain 

and dispose of documents and transaction history records in accordance with DoDI 

5015.02, DoD Records Management Program. the National Archives and Records 

Administration (NARA) General Records Schedule (GRS) or the NARA-approved 

Component Records Disposition Schedule. These are the only approved sources for 

implementing disposition of DoD Component records.

3. DLM 4000.25, Defense Logistics Management Standards, Volume 4 

a. Volume 4; Chapter 2:

[preceding text not shown]

C2.3. RETENTION OF BILLING RECORDS RESERVED.

C2.3.1. Billing offices must have accessibility to billing records for six years, three 

months after the month of the billing. Billing records include a copy of the bill and 

supporting records.

C2.3.2. Notwithstanding the requirements of C2.3.1, adjustment processing 

activities will retain accessibility to billing records for whatever time period is required to 

enable them to process adjustments for requests or validated discrepancy reports when 

the request or report leading to the adjustment is received within prescribed timeframes.

C2.3.3. For security assistance, interfund bills are considered supporting 

execution documentation required to be maintained by the Implementing Agency in 

accordance with DoD 7000.14R, Volume 15, 0602.J.7.

b. Volume 4; Chapter 6:

[preceding text not shown]

C6.2.3. Bill Retention. Long term retention should be in accordance with DoDI 

5015.02, DoD Records Management Program. Transaction Services must retain a 

copy of non-security assistance bills for two years and security assistance bills for four 

years after initial routing.
Enclosure 1, ADC 1151

Page 5

4. DLM 4000.25, Defense Logistics Management Standards, Volume 6 

a. Volume 6; Chapter 4:

[preceding text not shown]

C4.3.5. DoD Components. DoD Components will support the Pipeline 

Measurement PRC by providing qualified, experienced representatives who will:

[intervening text not shown]

C4.3.5.11. Retain records of LRT, CWT, and TDD performance 

measurements for audit and oversight in accordance with DoDI 5015.02, DoD 

Records Management Program.

[intervening text not shown]

C4.6.4.4. Retention requirements. The monthly LMARS reports are 

maintained for a minimum of 3 years, in accordance with DODI 5015.02, DOD Records 

Management Program. 

Staffing Note for DAAS: DAAS must verify with the DLA Records Officer that retention 

requirements are incorporated into the DLA Records Disposition Schedule.

5. DLM 4000.25-1 (MILSTRIP Manual):

a. MILSTRIP Chapter 3

[preceding text not shown]

C3.10. MAINTENANCE OF REQUISITION HISTORY RECORDS. Sources of supply 

will retain accessible requisition history records in a readily accessible format for a 

minimum period of six months after the closing of requisition records by cancellation, 

rejection, or shipment to provide responsive replies to follow-up inquiries in accordance 

with DoDI 5015.02, DoD Records Management Program.

b. MILSTRIP Chapter 4

[preceding text not shown]

C4.10.12. Supply status (DIC AE_) with Status Code BF furnished in response to 

cancellation request (DIC AC_ or AK_) will preclude source of supply processing of 

subsequently received transactions. When BF status has been provided in response to 

a cancellation request, BF status will also be provided in response to all other received 

transactions (e.g., AF_, AT_, A0_, AM_) containing the same document number. No 

other processing of such transactions will be done by sources of supply. Sources of 

supply will retain accessible history records of BF status generated as a result of 

cancellation requests (DIC AC_ or AK_) for a minimum of six months following 

generation of the BF status in accordance with DoDI 5015.02, DoD Records 

Management Program.
Enclosure 1, ADC 1151

Page 6

6. DLM 4000.25-2 (MILSTRAP Manual):

a. MILSTRAP Chapter 4

[preceding text not shown]

C4.9.3.1.1. If the NSN cannot be identified and the estimated value of 

the item is under $100, storage activities will not report the receipt to an ICP. Ship the 

materiel directly to DLA Disposition Services using a local document number. Retain an 

accessible record of the transaction and its backup for two years in accordance with 

DoD 5015.02, DoD Records Management Program.

C4.9.3.1.2. If the NSN cannot be identified and the estimated value of 

the item is $100 or more, the storage activity will contact the ICP managing like items to 

determine disposition. [EXCEPTION: If GSA is the manager of like items, process as 

prescribed in C4.9.3.3.11.] If the ICP can identify the NSN, the ICP will direct the 

storage activity to submit the receipt and supply discrepancy report (SDR) to the 

cognizant ICP. If the ICP cannot identify the NSN, the ICP will provide disposition 

instructions to the reporting activity. These instructions will include an item identification 

number (part number, MCN, LCN, etc.) for reporting the receipt and submitting the 

SDR. If the ICP directs shipment to DLA Disposition Services, the ICP will maintain an 

accessible record of the transaction and its backup for 2 years in accordance with 

DoD 5015.02, DoD Records Management Program.

b. MILSTRAP Chapter 13

[preceding text not shown]

C13.12. RETENTION OF SPECIAL PROGRAM REQUIREMENT REQUESTS. The 

ICP shall will retain SPR requests until:

C13.12.1. The support date of those requirements for which SPR Status Code PA 

was furnished or until a requisition is received that can be identified to all or a portion of 

a particular SPR quantity.

C13.12.2. One unit of procurement lead time/assembly time away from the 

support date when procurement/assembly is required in support of those requirements 

for which SPR Status Code PB was furnished.

C13.12.3. Assembly time prior to support date when extra time is required for 

assembly in support of those requirements for which SPR Status Code PC was 

furnished.

C13.12.4. After these business rules have been satisfied, maintain records in 

accordance with DODI 5015.02, DOD Records Management Program.
Enclosure 1, ADC 1151

Page 7

7. DLM 4000.25-4 (DAAS Manual): 

Staffing Note for DAAS: DAAS must verify with the DLA Records Officer that the 

retention periods referenced in DLM 4000.25-4 are incorporated in a NARA-approved 

DLA Records Disposition Schedule or the NARA GRS.

a. DAAS Chapter 2

[preceding text not shown]

C2.1.3. Several ‘stand-alone’ DoD repositories, operated by DAASDLA

Transaction Services, maintain support for the primary mission of receiving, editing, 

validating, routing, and delivering more than one thousand DLSS 80 record position 

legacy transaction document identifier codes (DICs), and the numerous DLMS, ANSI 

ASC X12, XML, and User Defined File (UDF) formats. These repositories contain 

current up-to-date information that is used in direct support of the DoD, DLA, and 

DAASDLA Transaction Services’ missions. DAASDLA Transaction Services provides 

customers with the ability to access various transaction reports, perform research, and 

provide tracking of requisitions as they flow through the DoD supply chain to generate 

standard monthly, quarterly, semi-annual, and ad-hoc reports for DLA and the DoD 

Components/Participating Agencies. Special ad-hoc reports, related to logistical 

transaction processing, are accommodated by special request. Due to the fact that 

certain X12 transactions, such as ANSI 850 Purchase Orders and ANSI 810 Invoices, 

are considered to be legal documents, DAASDLA Transaction Services must retain 

copies of all such transactions for at least seven years. DLA is regularly requested, by 

various Defense Investigative Agencies, to provide copies of transactions for specific 

vendors and/or time periods.

Staffing Note for DAAS: The DLA Records manager is unable to identify the source of 

this seven year requirement; The NARA GRS likewise does not address this 

requirement. DAAS must provide the source for this retention rule.

[preceding text not shown]

b. C2.3.11. MILSBILLS Interfund Billing Process responsibilities:

[intervening text not shown]

C2.3.11.3. Archives and maintains official repository for: Interfund bills.

Interfund bills are retained in a readily accessible format for:

Staffing Note for DAAS: DAAS must ensure that these changes do not misstate what 

is intended in the DAAS manual.

C2.3.11.3.1. One-year retention for DoD Interfund bills.

C2.3.11.3.2. Two years retention for FMS bills.

C2.3.11.3.3. The preceding procedures will be followed in 

accordance with DODI 5015.02, DOD Records Management Program.
Enclosure 1, ADC 1151

Page 8

c. DAAS Chapter 4

[preceding text not shown]

C4.1. GENERAL

Defense Logistics Agency (DLA) DAASTransaction Services provides all the 

Department of Defense (DoD) Components/Participating Agencies a single entry point 

into the DoD Logistics Supply System. This eliminates the need to maintain multiple 

communication protocol rules and records and the unique supporting infrastructure 

necessary to send and receive information to/from multiple trading partners. All logistics 

transactions can be sent to DAASDLA Transaction Services without regard to data 

content or ultimate destination of the information. Use of the DAASDLA Transaction 

Services’ infrastructure, also, eliminates any need for the customer to sort transactions 

by type or destination. DAASDLA Transaction Services maintains the necessary 

trading partner profiles to ensure data is delivered on time, in the correct format, and to 

the correct destination. An archive of all messages and transactions processed by the 

Defense Automatic Addressing System (DAAS) infrastructure is kept on storage 

media for later user access. All output transactions are permanently archived for 

historical, retransmission, and reporting purposes.

Staffing Note for DAAS: DAAS must coordinate with the DLA Records Manager to 

ensure archiving these transactions permanently does not violate DLA’s retention 

schedule or the NARA GRS. DAAS may need to complete a DLA Form 1690 and 1935 

and send through their CRO to the DLA Records Manager.

The DAAS can process all computer-readable logistics transactions with the exception 

of certain logistics transactions containing narrative exception/supplemental data. Input 

and output to/from the DAAS is done by receiving/sending formatted messages through 

a variety of communications gateways and networks. The DAAS uses the following 

indicators to process logistics transactions:

d. DAAS Chapter 5

[preceding text not shown]

C5.3. ARCHIVING AND SEMANTIC ERROR RECOVERY

C5.3.1. Archiving. EDI transactions will be retained on-line at DAASDLA 

Transaction Services for a period of 30 calendar days after receipt in accordance with 

DoDI 5015.02, DoD Records Management Program, and can be accessed by the 

DAASDLA Transaction Services’ EDI Help Desk personnel. To obtain assistance, via 

e-mail, click on the following e-mail address: DAASHELP@DLA.MIL

Due to the fact that some EDI transactions (such as the ANSI ASC 850 Purchase

Order) are considered to be legal documents, all such transactions are archived by 

DAASDLA Transaction Services’ GEX eBusiness Gateway and are retained for at least 

7 years. After successful processing, EDI transactions are, also, moved to the DAAS 

Logistics On-Line Tracking System (LOTS) archives. The DAASDLA Transaction 

Services central communications facility provides significant archiving and error 
Enclosure 1, ADC 1151

Page 9

recovery services for DLMS trading partners. To assist with historical research in legal 

issues or for error correction, DAASDLA Transaction Services maintains crossreferences between each customer’s original inbound transmissions and their 

subsequent (different) outbound transmissions, which are forwarded to a receiving 

trading partner. Without these services, each end of the communication link would have 

to provide for extended data storage and recovery procedures.

Staffing Note for DAAS: The DLA Records Manager is unable to identify the source of 

this seven year requirement. The NARA GRS likewise does not address this 

requirement. DAAS must provide the source for this retention period and ensure that is 

incorporated into the DLA Records Disposition Schedule.

e. DAAS AP 1

[preceding text not shown]

AP1.1.2.1.1. Military Standard Billing System (MILSBILLS). The 

Defense Automatic Addressing System (DAAS) receives, edits, routes and transmits 

MILSBILLS interfund transactions for the DoD. Each requisition processed into a

shipping action results in the generation of a billing transaction. These interfund bills 

are archived by the DAAS in accordance with DoDI 5015.02, DoD Records 

Management Program, and are available for retrieval and retransmission. The volume 

of billing transactions processed and stored averages between 3.6 and 4.6 million 

transactions each month. The DoD bills data are is retained in a readily accessible 

format stored for one year, while the DoD FMS bills are stored retained in a readily 

accessible format for two years.

Staffing Note for DAAS: Are these transactions “stored” or are they “retained in a 

readily accessible format”?

The DoD Components are required to submit automated inquiries to the DAAS to 

retrieve bills for their use or may direct that the bills be sent to another activity, which is 

not identified in the MILSBILLS document. DAASDefense Logistics Agency (DLA)

Transaction Services maintains the MILSMOV inquiry system and provides the 

capability to interrogate the repository for recovery and retransmission of bills. See 

Appendix 3.2.4.

[intervening text not shown]

AP1.1.2.1.4. MILSMOV. The DoD validates all backordered requisitions 

each quarter. These validations are scheduled as required by the business rules 

established in DLMS. The validation process requires the recipient of the MOV to 

respond within 45 calendar days or have their backorder cancelled. Since many 

backorders have been funded with prior year’s money, a cancellation of the requirement 

can be catastrophic and cause a considerable impact on the DoD 

Components/Participating Agencies. The DAAS processes the MOV, ensuring the 

batch contains all the individual transactions as determined by the transaction count in 

the header control document. DAASDLA Transaction Services receives approximately 

4 - 7 million MOV transactions each quarter, maintaining the MILSMOV inquiry system 

and providing the capability to interrogate the repository for recovery and retransmission 
Enclosure 1, ADC 1151

Page 10

of MOV batches. The MOV system retains all MOV batches and batch 

acknowledgment receipt transactions sent during the current quarter. Thereafter,

transactions should be maintained in accordance with DODI 5015.02, DOD 

Records Management Program.

f. DAAS AP3

[preceding text not shown]

AP3.2.5.1. DAASDLA Transaction Services provides the following services 

for the MILSBILLS Interfund Billing:1

[intervening text not shown]

AP3.2.5.1.4. Retains DoD Interfund Bills in the repository a readily 

accessible format for one year.

AP3.2.5.1.5. Retains FMS Interfund bills in the repository a readily 

accessible format for two years.

AP3.2.5.1.6. After these business rules have been satisfied, 

maintain records in accordance with DODI 5015.02, DOD Records Management 

Program. 

AP3.2.5.1.7. Provides the capability for query, recovery, and 

retransmission of Interfund bills.

 1 Ibid